Advance Representative

Texas A&M University - Austin, TX

Full-time

Austin, TX

Educational Services

About the position

The Advance Representative at the Texas Division of Emergency Management (TDEM) plays a crucial role in supporting the agency's emergency response efforts. This position is responsible for researching and planning appropriate sites for official press and speaking events, ensuring that all logistical aspects are meticulously coordinated. The Advance Representative performs moderately complex consultative services and technical assistance work, collaborating closely with other TDEM staff to facilitate event site selection, crowd control, and staff briefings. This role requires maintaining strict confidentiality and demonstrating ethical judgment while conducting business on behalf of TDEM. The Advance Representative is expected to work on-call and be available on short notice, especially during crises. This includes maintaining a sustained awareness of TDEM leadership's calendar, contacts, and events to effectively fulfill scheduling and advance activities. The position operates under general supervision, allowing for limited latitude in the use of initiative and independent judgment. The Advance Representative will also be responsible for staffing and supporting senior TDEM leadership at events, acting as a point of contact for both senior leadership and staff. In addition to logistical planning, the Advance Representative will assist with crowd control and media accessibility at events, provide transportation for senior leadership and staff, and communicate effectively with various stakeholders. The role may also involve preparing reports and executive briefings, responding to staff inquiries, and evaluating select providers and venues. This position is integral to ensuring that TDEM events run smoothly and effectively, contributing to the agency's mission of emergency management and preparedness.

Responsibilities

• Assist the Chief of Media, Communications and Preparedness and other division staff in researching and planning site selection for special events, meetings, and all other internal and external activities for TDEM leadership.
• Plan and coordinate facilities, catering, signage, displays, translations, audio-visual equipment, printing and security as required for seamless events.
• Work with event organizers on logistics and event schedules, and may assist in monitoring event expenses and/or budgets as directed.
• Assist with crowd control and media accessibility at events.
• Provide transportation for Senior Leadership and staff to official events as needed.
• Communicate, document, and relay information clearly to others and consistently follow complex instructions.
• Effectively coordinate the availability of equipment, transportation, displays, and other business needs.
• Confer with staff at designated event and/or meeting sites to understand, coordinate and expedite all related details; determine special requirements for TDEM Leadership and staff.
• Handle all related calls and prepare business correspondence as required to fulfill assigned duties.
• Prepare reports and executive briefings.
• Respond to staff inquiries relative to site selection and consult with other agency staff as required to successfully perform advance duties.
• Assist in evaluating select providers, venues, and location staff.
• May perform travel aide responsibilities for TDEM Senior Leadership when necessary.
• May assist with scheduling assistant duties when necessary.
• May train other staff.
• Perform related work or other duties as assigned.
• May provide initial medical care in an emergency to the extent trained.

Requirements

• Bachelor's degree from an accredited university in applicable field or equivalent combination of education and experience.
• Experience in logistics, marketing, communications and/or advertising.
• One (1) year of experience to include executive, and/or elected official scheduling experience comparable to the duties performed in this position description.
• Knowledge of state government.
• Skill in organization and communication.
• Skill in the use of personal computers and software applications in a windows environment with Microsoft Suite Products.
• Ability to research and work in a fast-paced environment.
• Ability to work effectively with agency personnel and the public.
• Ability to exercise initiative, creativity, and broad communication skills.
• Ability to exercise discretion and confidentiality.
• Ability to work a flexible schedule and to work extended hours.
• Ability to communicate effectively and multitask.
• Ability to analyze and travel frequently, up to 75%.

Nice-to-haves

• Completion of IS-100, IS-200, IS-700, IS-800 and FEMA Professional Development Series.